Policies & Procedures

You will not be eligible for a refund unless you officially notify the Office of the Registrar and completed all requirements for withdrawal. The effective date of withdrawal is the date on which the Office of the Registrar receives written notice. No refunds will be made until the conclusion of the add/drop period. Students receiving financial aid should contact the Office of Financial Aid to ascertain the effect of a withdrawal on their financial aid eligibility. No adjustments are made for any temporary absence from the residence halls. Room and board refunds are based on the conditions described in the university’s housing contract. General fees and deposits are nonrefundable.

Refund Process

• A refund is created when there is an over payment either by the payer or financial aid.
• Refunds are processed after the end of the drop/add period.
• For credit balances due to the student, the funds will be returned to the student in the form of a check or e-Refund. Checks will be made payable to the student, unless a Parent Plus Loan indicates the refund is to go to the borrower, and the check will be mailed to the student’s home address on file.

eRefunds

• Georgian Court University is excited and pleased to introduce e-Refunds through Cashnet!
• eRefunds allows you to set up your own bank account where all your refunds can be directly deposited, saving you a trip to the bank. If you do not have a bank account, we will mail your refund check. Be aware that mailed checks can take two weeks to reach your address and your address must be current. Generally, your direct deposit will be in your designated bank account within a few days.
• To receive your eRefund, you must enroll prior to your financial aid disbursement.

Benefits of eRefunds:

• Fast – your refund is deposited in your bank account faster than we can mail a check.
• Secure – no more stolen, lost, or delayed checks in the mail.
• Confidential – no bank account details are shared with others.
• Convenient – no need to drive to the bank to deposit refund checks
• Free – there is no charge for eRefunds

Register for eRefunds

• All you need is your bank account number and routing number. Gather this information, and then follow the directions below to set up your eRefund:
  1. Log in to Self-Service
  2. Click on Statement/Payment (You will be redirected to Cashnet)
  3. Click on My Account
  4. Scroll to eRefund and click on Sign Up
  5. Follow the prompts (Please make sure you input your bank account number, not your debit or credit card number, along with the Bank’s routing number).

Billing holds are placed on accounts with outstanding balances that are not enrolled in our payment plan after the payment due date. Holds will not be released until the balance is paid in full or your federal loans/aid are accepted and verified. Private loans must be received by the university in order to remove your billing hold. Proof of a private loan will not allow the billing hold to be released as there is a 10-day grace period whereby your loan can be cancelled.

Tuition Reimbursement – a company, agency, or employer will pay their share of your tuition directly to you after you have made the payment to Georgian Court University. Payment in full is due by the due date unless you are covered by financial aid, enrolled in our payment plan through Nelnet, or you have contacted the Office of Student Accounts to discuss payment options.

Tuition Assistance – a company, agency, or employer will pay their share of your tuition directly to Georgian Court University. You must submit a letter on company letterhead confirming your eligibility as well as the company’s payment policy by the payment due date of every semester. Your portion of the payment is due by the payment due date to avoid a billing hold and late fee.

• If you do not provide the required documentation prior to the payment due date each semester, you will be required to pay GCU and seek tuition reimbursement from your company, agency, or employer.
• The only portion of the bill deferred through tuition assistance is the amount due from the company, agency, or employer.
• Any fees or partial payments that are the students’ responsibility must be paid by the by the payment due date unless you are covered by financial aid, enrolled in our payment plan through Nelnet, or you have contacted the Office of Student Accounts to discuss payment options.
• If the third-party payment is not received by the start of the next semester, the student’s account will be placed on hold until the previous semester is paid.
• To request proof of payment for company, agency, or employer tuition assistance or reimbursement, contact the Office of Student Accounts at 732-987-2240 or fghqragnppbhagf@trbetvna.rqh.

The following explains some of the fees that make up student bills.

• Comprehensive Fee: This mandatory fee covers the following: Use of the library, ID card, lectures, cultural and social functions, student publications, Academic Development and Support Center workshops, IT costs, e-mail costs, Self-Service usage, and reduced rates for university-sponsored trips.
• Parking Fee: All students are billed a fee for the parking permit. If you do not have a car or will not be parking on campus, you may waive this fee. To obtain a parking permit or waive the parking fee, visit Self-Service and select Student Links to find the GCU Parking Registration Form.
• Graduation Fee: A graduation fee is charged during the semester to student graduates whether you attend the ceremony or graduate in absentia. This fee covers the cost of the final degree audit, the diploma, the Commencement ceremony, and graduation regalia.
• Accident Insurance: GCU provides a student accident insurance plan that provides coverage for all full-time undergraduate students enrolled in 12 or more credits attending the Lakewood campus. Coverage includes Excess Accident Medical Expense benefits and Accidental Death and Dismemberment benefits. Please refer to https://www.bobmccloskey.com/ for further information.
• Orientation Fee: This is a mandatory fee for all new full-time first-year and transfer students. This funds programming, events, and activities for new students to help them network and become more socially engaged.
• Student Activity Fee: All full-time, undergraduate students attending the Lakewood campus are charged this mandatory free. This funds the programs and activities offered to the students. This is an effort to help them network, extend their learning experience and create more of a social/university cultural experience.

Charges will be generated about 6 weeks prior to the start of the semester. The payment due date is about 3 weeks prior to the start of the semester.

Our billing process is entirely electronic. There will be no paper bills mailed to you. We strongly encourage you to view your account charges and credits in real-time on Self-Service. Electronic bills (eBills) will be uploaded monthly to both Cashnet and the Self-Service balance tab. You will receive an automated notification via GCU email when your eBill has been uploaded to Cashnet, and you will continue to receive email reminders until you view that eBill.

View your Semester Charges/Credits in real-time on Self-Service at least once per week (don’t forget steps 4-6)

1. Log into Self-Service
2. Select Finances
3. Select Balance (This tab defaults to the summary of your history since your start date).
4. Choose the time Period (semester) from the left-hand menu that you wish to view
5. Select a Detail by Charges/Credits
6. Select Change

View your current Financial Award letter on Self-Service

1. Log into Self-Service
2. Select Finances
3. Select Financial Aid
4. Choose the academic year you wish to view

The University cannot share billing, financial aid, or registration information with anyone other than the student, even if the parent is paying the bill, unless the student completes the Student Disclosure Form giving GCU permission to share this information. To complete the form, go to https://georgian.edu/wp-content/uploads/request-release-directory-information.pdf then email it to ertvfgene@trbetvna.rqh.

Add a parent or guardian to access billing information (financial aid, grades or other online student information) on Self-Service.

1. Log into Self-Service
2. Select Profile menu item
3. Select Shared Access
4. Invite relative to access your information
5. If you cannot add a relative, email ertvfgene@trbetvna.rqh to add relative to database

Add a parent or guardian as an authorized user to Cashnet if they are paying your bill with no access to financial aid, grades, or other online student information.

1. Log into Self-Service
2. Click on the Finances Tab
3. Click on Statement/Payment to get to the Cashnet website
4. Click on My Account
5. Under payers, select “Send a payer invitation”
6. Fill in the payer’s information and send the invitation
7. Payer will receive an email with instructions on how to log in

To access eBill/Statement

• Notice of eBill/statement uploads to Cashnet are sent via GCU student email address and to authorized parents/guardians who registered with Cashnet. To view your eBill/Statement:
  1. Log into Self-Service
  2. Click on the Finances tab
  3. Click on the Statement/Payment tab (you will be redirected to Cashnet)
  4. Once you view an eBill/statement, the envelope icon will show open.
• Due to the frequency of course registration changes, bills/statements may not be accurate. Students are advised to view their balance on the self-service Balance tab.
• If you cannot find the bill/statement needed, contact the Office of Student Accounts at 732-987-2240 or fghqragnppbhagf@trbetvna.rqh.

Billing holds and late fees are assessed on past-due accounts after the drop/add period end, unless you are enrolled in our payment plan through Nelnet, and your payment plan is correctly budgeted and current.

A student will be assessed a Returned Check Fee for all payments returned unpaid by the bank for any reason. A billing hold will be placed on the student’s account until repayment is made.

Payment Due Dates

• Payment in full is due by the due date (about 3 weeks prior to the start of the semester) unless you are covered by financial aid, enrolled in our payment plan through Nelnet, or you have contacted the Office of Student Accounts to discuss payment options.
• If you register for courses after the payment due date, your payment is due upon registration.
• Billing holds and late fees will be added if your balance is not resolved by one of the options above.
• View your account on Self-Service to stay informed of your balance changes.

Payment Options

• Payments can be made online through Self-Service.
  • There is a 2.85% service fee for online debit or credit card payments.
  • There is no service fee for payments made by electronic check (entering account and routing numbers).

• We accept check and money order payments in our office. We only accept credit/debit card payments online through Self-Service.
• We accept wire transfers through Flywire. To originate tuition payments from a bank in your home country visit georgian.flywire.com.
• Payments will be applied to the oldest debt first.

Payment Plan Information

• Georgian Court University offers a payment plan through Nelnet.
• The cost to participate in a payment plan is $57 per semester. The enrollment fee and first payment are due upon registration.
• Use your anticipated balance on Self-Service to enter your budget for the payment plan. Contact Student Accounts if you are unsure of your anticipated balance.
• Payment plans must be set up through Nelnet each semester by the payment due date.
• Either students or Authorized Users may set up the payment plan, but please use the students name to establish the plan.
• The student is responsible for ensuring the account remains current and the balance due to GCU is the amount that is budgeted through Nelnet. If there is a change in charges on the GCU bill, the student is responsible for adjusting the budget on Nelnet.
• After signing up for the payment plan, students will receive payment notifications from Nelnet and will continue to receive eBills from Georgian Court.
• Please refer to Self-Service for current charges on the students account.
• To register for an account, go to www.mycollegepaymentplan.com/georgian. You will need your full 10-digit student ID beginning with a capital “P”. Please do not enter your GCU email address as this is only part of your student ID.
• Payment plans through Nelnet are only available for current semester charges only. If a student has a balance from a previous semester, they must contact the Office of Student Accounts at 732-987-2240 or fghqragnppbhagf@trbetvna.rqhto discuss payment options.
• If any payment on Nelnet is past-due, a billing hold will be placed on the student’s account until the payment plan is current. Nelnet may charge a fee for each returned payment.

Using financial aid to pay your bill

• The Office of Finance Aid disburses scholarships, grants, loans, and tuition discounts directly to the students’ accounts when the funds are available after the after the drop/ add period ends and enrollment is verified for that semester.
• Your financial aid can change due to changes in your enrollment status, housing status, and/or eligibility for grants, loans, scholarships, or other institutional aid. The financial aid office will send an email to your GCU email address to alert you to changes in your financial aid. You can review these updates and individual awards in Self Service under the Financial Aid tab. Questions regarding your financial aid should be addressed directly to the Office of Financial Aid at 732-987-2258 or svanapvnynvq@trbetvna.rqh.
• If charges exceed the aid awarded, the student is held responsible for any remaining balance by the payment due date.
• In accordance with federal regulations, students are only permitted to apply $200.00 in financial aid from a current academic year to a past-due balance from a prior academic year.
  • If you have an outstanding balance from a prior or current semester, you will have a billing hold on your account.
  • All past-due balances must be paid before the billing hold will be removed from the account. The billing hold will prevent students from registering for additional courses or future semesters, and accessing final grades, transcripts, and diplomas.
• Students must submit all financial aid paperwork as soon as they are notified by the financial aid office so that aid can be processed and disbursed after the drop/add period ends. The more aid that is processed and posted to a student’s account, the less the student will have to pay by the payment due date. All email communication from the financial aid office is done through your GCU email.  Missing information letters are sent to students every ten days via email.  It is the student’s responsibility to check their GCU email regularly.
• The following students enrolled in courses for credit must submit the Financial Aid Checklist to the Office of Financial Aid at the beginning of every semester:
  • Clergy including Catholic priests, deacons, lay ecclesial ministers, religious brothers/sisters (other than Mercy Sisters) and clergy of other faiths
  • Catholic School Teachers and Coordinators of Religious Education.
  • Senior Citizens age 60 or older.
  • Sisters of Mercy

Student Online Payment Instructions

1. Log into Self-Service
2. Select the Finances tab.
3. Select Statement/Payment (You will automatically be redirected to Cashnet)
4. Select Make a Payment
5. Confirm payment or if you have financial aid that has not disbursed, click on the amount due to change the amount to pay.
6. Click Continue
7. Select your method of payment.
   1. You will be charged a 2.85% service fee for using debit/credit card.
   2. There is no fee for Electronic Check (enter checking/savings account and routing numbers)
8. Confirm Payment Details then click Pay.
9. You will receive an email confirmation.

Mailing a payment

1. Make your check out to Georgian Court University
2. Enter your student ID # on the memo line
3. Mail the check to:

Georgian Court University
Attn: Student Accounts
900 Lakewood Ave.
Lakewood, NJ 08701

A book voucher is a digital gift certificate of a dollar amount that is created when there is an overpayment of financial aid (loans/grants/scholarships). If you have an anticipated credit balance for the semester, you can opt to have all, or part of that anticipated refund allocated to the bookstore. If you do not spend your entire book voucher, a refund will process if you are entitled to the refund according to the Office of Financial Aid.

Request a book voucher

• The best way to get an idea of how much money you would like to put on a book voucher is to go online to the bookstore and put your required books in the cart.
• E-mail fghqragnppbhagf@trbetvna.rqh with the amount to be entered on the voucher. That amount cannot be more than the amount of your anticipated credit.
• The bookstore will be electronically notified within 1-2 hours and your voucher will be available at checkout.
• At check out, you will need a code to apply your book voucher to the purchase. Enter your full student ID with a capital P in front: P0001XXXXX.